Preparing

  • Someone who will travel with you or who will meet you at the event, that you can pair up with to look out for each other during actions and day-to-day participation.

  • Someone that is NOT attending the event, but who understands the type of situations you might be facing. They should be the person you check in with who can make sure you are keeping well and raise the alarm if you fall out of contact.

  • Unless you are attending independently, this is the person organising your attendance at the event. They may be a member of your local chapter of YCM or an international support organisation.

  • A person close to you who should be contacted immediately if you are involved in a significant incident (e.g. a family member or partner). Ensure that this person has the contact details of your delegation organiser and that your delegation organiser has theirs. You should also consider providing your emergency contact with the details of your Event Buddy and Support Buddy.

Building Your Support Network

It is important to identify key people who can support you during COP and agree with them the specific responsibilities they hold. Here are four categories of support that can help keep you safe at COP.

Exercise: Your Personal Risk Assessment

It is important that you complete a personal risk assessment before you depart for an event. The guide will help you in this process. You may want to do this process together with a friend or your local YCM chapter, but be sure to consider factors relating to your own identity and lived experience individually.

Documentation

Identification

Check the validity of your passport. To enter many countries your passport must be valid for at least 6 months following the time you will enter the country. You may also need to have unused pages remaining in your passport for stamps/visa.

Badges

At COP and similar events you will need to have a badge showing your accreditation, which offers you access to restricted zones.

When your delegation organiser commits to providing you with a badge, you should also receive a letter of acknowledgement of your nomination which can be used as a visa support letter.

Depending on the event, it may be possible to attend activities outside of the restricted zone without a badge, but if you require a visa you will still need a letter of invitation to apply (see below).

Invitation Letter

It is often wise to travel with a letter of invitation, even if you don’t need one to secure a visa. If the event organisers do not issue a letter of invitation (or if there is a delay in receiving this letter) you could request:

  • a letter of invitation from your delegation organiser

  • a letter of invitation from the hotel you’ll be staying in

A letter of invitation proves the purpose of your travel and may be requested by security personnel when you cross a border or checkpoint.

Visas

Depending on where you are travelling to and what travel documents you have (your passport, national identity card or travel document), you may need to apply for a visa to enter the country where the event is being held.

Processing visa applications can take time, so be sure to check the requirements early and find out when you need to submit your application. In some instances you may be able to apply online, while in others you may need to travel in person to that country’s nearest embassy or consulate.

The visa type and application requirements also depend on your country of citizenship and the purpose of your visit. It may also be necessary to declare your intention to participate in the event as this could affect the type of visa you should apply for.

You may need to show one or more of the following documents for your application:

  • a letter of invitation from a local organisation/company

  • a hotel reservation

  • a return flight ticket

  • proof of sufficient funds

Your social media profile may also be reviewed during your application process and can reveal a lot of information about you. Officials may ask you questions about your identity based on publicly available information. It is wise to check what others can find out about you and consider how this might affect your visa application or entry into the country. You may want to delete posts that could draw unwanted attention and consider setting your accounts to private. For more information check out the Personal Risk Assessment Guide and the section on additional considerations for women, BIPoC and LGBTQIA+ .

Some countries also offer a visa upon arrival for specific nationalities. However, if you are concerned that the event you are attending will draw additional scrutiny, it may be advisable to apply for a visa in advance to be on the safe side. If your application for a visa on arrival is denied for any reason, you will be required to return to your home country on the next available flight. You will not be permitted to leave the airport.

Note: Depending on your travel route, some countries may require you to get a transit visa, even if you are just changing planes. Be sure to check for any transit requirements relevant to your route.

Flights

Consider the safest route to your destination, and take into account equitable resource distribution. Even though you may not want to contribute to high emissions through air travel, overland travel is not always recommended. Land routes will often not be accessible for most MAPA activists (either due to geography, or because is it unsafe to travel overland). For those with the freedom to choose to travel by land, such routes may be costly and resource intensive in terms of both security and logistics. Discuss with others what is the best route for you and those you are travelling with.

If someone else is booking your flight, be sure to notify them of any countries that you cannot travel through based on your home country policies. Suggest flight paths that will limit the risk that you will be questioned or discriminated against while travelling, based on your identity (e.g. you may wish to avoid transiting in countries where being LGBTQIA+ is criminalised).

Where possible, avoid making last minute changes to your schedule and ensure that you have enough time to prepare before your trip. Good preparation is key to avoid last minute decision making which may increase your risk.

Accommodation

If your delegation organiser is not arranging accommodation on your behalf, you should try to find housing as soon as possible after receiving your confirmation of participation at the event.

If you choose to stay in a private apartment (e.g. through AirBnB) rather than a hotel, it is wise to book an entire apartment, rather than a room in a shared space where you cannot verify who you will be sharing with. Arranging to stay in a group with other YCAs is also a good safety strategy. Whether you are booking accommodation in a hotel, guesthouse or a private home, it is worthwhile checking online reviews for previous guest experiences of potentially harmful behaviour such as hidden cameras, unannounced visits by the owners, etc.

Check also the location of your planned accommodation. Is the area relatively safe and easily accessible from the venue? Is reliable transport available nearby or will you need to walk for long stretches to get a bus or a taxi?

Money

Think carefully about what payments you will need to make while at the event. What can be done by card payment and what will you need to pay in cash? Consider your hotel, taxis, food and drink (as well as during transit at airports).

Depending on where you travel to, there may be a maximum amount of cash you are allowed to enter or leave the country with. If you will be travelling with a large sum, you may be required to declare it at customs. (This does not apply to money held in your bank account.) It is advisable to carry enough cash to cover your immediate needs in case of an emergency, but not too much in case it is lost or stolen. 

Cash machines (ATMs) are often common in main tourist areas, but smaller vendors may not accept card payments, or may apply a surcharge for card payments. It is wise to travel with some cash in US dollars or Euros in case you experience difficulties withdrawing cash from your bank while abroad. US dollars and Euros can generally be more easily exchanged at airports, money exchanges and in some hotels than other currencies.

Will you be able to access the money in your account while abroad? Consider, is your card from a globally recognised provider such as Visa or Mastercard? Are there any restrictions or charges connected to using your card abroad? (Remember also that most banks recommend you inform them of foreign travel to minimise the risk of your card being blocked by the banks’ own anti-fraud measures.)

Financial Sponsorship and Transfer of Funds

If you will get financial sponsorship from an organisation outside of your home country to attend the event, consider in advance how you will receive this funding.

Will you encounter any challenges in your home country related to receiving foreign funding?

Consider if there is a strong anti-foreign funding narrative regarding civil society or any legal restrictions in place in your country. If so, it may be worth using an account that is not attached to a domestically managed bank, or to receive the cash through a money transfer service.

Money transfer safety tips:

Bank transfers: Be sure to only receive bank transfers from trustworthy sources. When sending over personal bank information to whoever will be sending over money, be sure to use safe and secure messaging platforms, such as Signal.

Cash Pick-up: Picking up cash and carrying around large amounts of cash could be risky, so make sure to take necessary precautions

  • Call ahead - Find out the cash pick-up location’s operating hours and choose a safe time to pick up the money. Daylight hours are safest.

  • Bring a friend – If possible, ask a friend to come along with you to pick up the money.

  • Keep your cash hidden - Put the money in a wallet or purse while you are still inside the cash pick-up location. If possible, keep the money in a safe place, as it is preferable not to walk around carrying large amounts of money.

Insurance

You must have travellers medical insurance in place, which will cover you if you need to get any kind of medical treatment while you are abroad. This may be arranged for you by your delegation organiser. If not, it is strongly advised that you buy your own insurance policy (or check if any existing coverage you have includes travel to the country you will be visiting). Most insurers have a telephone hotline that you can use to contact them if you experience a medical incident. Make sure you have a copy of the insurance policy (including the policy number) that you can present in case you need treatment.

Clothing

Before travelling, check local sensitivities around clothing in the country you will be travelling to. In locations where tourism is common, customs may be less conservative than in other parts of the country. Nevertheless, it is wise to avoid attracting unwanted attention. Consider avoiding clothing that:

  • may be perceived as revealing or immodest (e.g. shorts which finish above your mid-thigh, tops which show a lot of your shoulders, chest or torso)

  • includes overt political messaging or symbolism (e.g. slogan t-shirts, rainbow motifs)

  • has political significance that you may or may not be aware of (e.g. military or camouflage prints, wearing a Keffiyeh - a chequered head or neck scarf - as different colours have specific associated meanings in certain contexts)

Clothes which are not hetero-normative and/or do not align with the gender stated on your passport may also increase risk of harassment or additional questions by authorities. See the section on additional considerations for women, LGBTQIA+ and BIPoC.

What NOT to Pack

Think carefully about what items you need to bring (considering the duration of your trip and the activities you will participate in) and what might arouse suspicion if your luggage is searched by border or customs officials.

Illegal Items

It goes without saying that you should travel with anything that is classed as illegal in the country you are visiting. This may include recreational drugs, firearms, explosives and drones. Be aware that some medications and plant or animal products may also be restricted or banned. Tobacco and alcohol are commonly restricted and may only be imported in limited quantities.

The following items are not illegal but, depending on where you are travelling to, may result in unwanted attention and increased scrutiny by authorities.

  • This guide or other security materials (printed or downloaded)

  • Written notes about your activism, organisation or plans for direct action

  • Contacts lists (a short list of emergency contacts is ok, you may wish to write it in a way that only you will understand, e.g. using code names or nicknames)

  • Detailed topographic maps or printed detailed urban maps

  • Materials critical of the country’s politics, human rights situation, or strategic interests as they relate to environmental concerns

  • Materials regarding LGBTQIA+ issues (or topics which are non-heteronormative in nature) and associated symbolism (such as rainbow and other pride flags)

  • Other forms of political symbolism (such as anarchist, communist, Islamist, etc.)

  • Advanced photography or cinema/video equipment (if required for your planned actions, be prepared for bureaucracy and questioning)

  • Covert filming devices (e.g. camera pens)

  • Walkie-talkies, radio equipment, satellite phones, WiFi devices (routers, aerials, etc.)

  • Telescopes, field binoculars, night vision equipment

  • Sex toys

  • Medications without a prescription (excluding basic over-the-counter remedies such as paracetamol, antihistamines, etc.), or unusually large quantities of medications.

Prescription drugs

If you need to carry prescription medication with you, check in advance if it is a prohibited substance and always carry it together with the prescription from your doctor.

Preparing your Electronic Devices for Travel

Before travelling, make sure to check, clean and secure any devices you will be carrying with you. Consider:

  • What devices to take? Is it possible to take a ‘clean’ or ‘burner’ phone or laptop for the purposes of the event? (i.e. a device other than your personal phone or laptop with little to no information about you stored on it)

  • What information is easily accessible on your device? What can be removed by logging out of accounts, deleting apps, chat or browser histories, and moving files to cloud storage?

  • Is your device adequately protected? Do you use a password or can anyone gain access easily?

  • Do you have a plan for what extra steps to take when travelling through border controls or security checkpoints (disabling biometric security, logging out of accounts, etc)?

  • Do you have important phone numbers and travel information written down so you can get help if your device is seized, stolen, or lost?

Consider reaching out to your delegation organiser to see if they can support you in getting or setting up a burner device, especially if you don’t have access to a device that is your own.

Check out our Digital Security Checklist in the Tools section for detailed information and advice.

COVID-19

While covid-19 restrictions have been listed in most places around the world, check the websites of your airline and relevant embassies for the most recent regulations. Travel websites such as Skyscanner or Kayak also provide summaries of current travel regulations.

It is recommended to wear a mask for the whole duration of your journey, even if it is not compulsory.

Key Risks - Preparation

  • Accreditation letter arrives late.

  • Passport is expired or will soon expire without sufficient time to get a new one.

  • Visa is denied or not issued in time.

  • Publicly available information (e.g. from social media posts or online articles) leads to increased scrutiny of past activism and possible denial of visa.

  • Passport shows stamps from countries which draw negative attention from border guards.